How to fill out a Requisition

Quick links

• State Purchase Requisition form
• State Purchase Requisition Continuation Form
• Instructions: Completing a Purchase Requisition Form
  • COVID Special Purchasing Requisition Form (March 2020); eMail completed req to ReqsCOVID19@downstate.edu

Purchase Requisition Form

If your department has not yet transitioned to entering requisitions directly into the Lawson system, your procurements will start with the standard State Purchase Requisition form (download form to your hard drive, then complete (MUST be typed), save, and print for signature before submitting to Procurement Office).

Plan in advance: When requisitioning any item that involves any incoming shipment to DMC (any funding source), be sure you are familiar with Downstate's incoming shipment requirements. Plan the purchase so that your department is able to accept a shipment upon its arrival to DMC, including having the space to receive the shipment upon its arrival, or for very large equipment or furniture, having a direct vendor shipment to the internal destination. Shipments are NOT to be left on the Central Receiving loading dock overnight, or stored in any location that present a fire code violation. Use the "comments" section of the State Purchase Requisition form with clear instructions, and discuss your logistical needs with the purchase agent processing your requisition. More detail at Central Receiving Incoming Shipment Requirements.

The instructions below are generic. Requisitions for certain commodities require additional details on the form - see General Procurement Requirements.

• Completing a Purchase Requisition Form (Instructions)
• Continuation Sheet(s): When more than 10 rows/ items are being ordered, the Purchase Requisition Requisition Continuation form becomes necessary:

On the original (page 1) Requisition Form, enter 9 items and temporarily leave the tenth row blank, then continue with completing any needed continuation sheet(s). Once you have subtotals on each continuation sheet, you go back to the original (page 1) requisition, the 10th row is then entered as "subtotal from continuation sheet(s)" and entered as qty= 1 Lot with the Total $ of all continuation sheet(s). If using multiple continuation sheets, manually total all the continuation sheets and insert that $ total on row 10 of the original requisition form. Thus, the original requisition Page 1 Grand Total $ will then reflect the true requisition total $, including any/ all continuations sheets.

Lawson Users

If your department is ON the DHSU Lawson System, your requisition is completed online- MUST USE Internet Explorer. DHSU Lawson Logon.